Attachment 1

Approved DLMS Change 22

SDR Validation in Accordance with 

Material Receipt Acknowledgement (MRA) Procedures

1. ORIGINATOR: 

a. Service/Agency: DLMSO 

b. Originator: DoD SDR System Administrator, Ellen 

Hilert, DSN 427-0676, 703-767-0676, e-mail: 

ellen_hilert@hq.dla.mil.

2. FUNCTIONAL AREA: Supply/Supply Discrepancy Reporting

3. REFERENCE: DLSSD-B letter, September 28, 1990, subject: 

Joint Approved MILS Change Letters (AMCLs) 11 (MILSTRAP) and 15 

(MILSTRIP), Expanded Materiel Receipt Acknowledgment 

Procedures.

4. REQUESTED CHANGE:

a. Description of Change: 

(1) Background. This change updates SDR guidance to 

support approved procedures for M RA as published under 

referenced Joint AMCLs 11 & 15. Under AMCL 11, reporting 

activities are directed to identify discrepant receipts on the 

MRA. A Discrepancy Indicator Code on the MRA is be used to 

indicate that an SDR is being submitted. The MRA may

specifically identify a shortage or partial or total nonreceipt 

and provide the quantity not received. However, there are no 

provisions for correction or cancellation of the MRA once 

submitted. 

(2) Revised Procedures. This change addresses 

procedures for consideration of MRA information during SDR 

validation and provides a means of notifying the action 

activity when the MRA contains erroneous or conflicting 

information. 

b. Procedures: The following paragraphs are worded and 

numbered in accordance with DLAI 4140.55, published January 21, 

1999. Changes are identified in bold italics.

 (1) Revise paragraph E.3 as follows:

 “3. SDR Distribution, and Supporting Documentation and Validation. 

(Not Applicable to SA.) Guidance specific to S A is provided in Enclosure 

7 and reference A.5. The SDR initiator will forward the SDR to the 

appropriate action activity ("To" address on the SF 364) and provide 

distribution copies based upon the type of SDR and the origin of the 

shipment as directed in Enclosure 3. Include shipping/billing documents, 

as appropriate. Where access to the electronic SDR and associated supply 
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information is available, hard -copy documents will not be mailed unless 

requested by the action activity. The submitter will provi de a copy of 

the Serious Incident Report (SIR), or other component -required report, 

regarding controlled inventory items believed to be stolen, lost, or 

unaccounted for. When available, photographic/pictorial evidence of the 

discrepancy should also be pro vided. The action activity will initiate 

resolution of the SDR, i.e., validating and investigating the discrepancy 

according to this instruction. Action activities will consider the 

associated material receipt acknowledgement (MRA) during validation of 

SDRs. Conflicting information will be investigated as appropriate. 

Responsibility may be. . . . .” 

(2) Revise Enclosure 1, Definitions, to add the 

following definition in alphabetic order:

“Material Receipt Acknowledgement (MRA). A computer processed transaction 

or manual form used to advise that material has been received and posted 

and/or indicate that a discrepancy effects the receipt/posting/ 

acknowledgment process." 

(3) Revise Enclosure 2, Instructions for Preparation 

of Standard Form (SF) 364, to insert new paragraph at 

conclusion of Item 12, Remarks, as follows:

“Erroneous Material Receipt Acknowledgement (MRA). Customers may use this 

block to indicate that erroneous or conflicting MRA information was 

previously submitted.”

(4) Revise Enclosure 7, Security Assistance Guidance, 

to revise paragraph C.1.a as follows:

“a. Complete initial SDR screening in accordance with this instruction and 

reference A5. ILCOs may consider the associated material receipt 

acknowledgement (MRA) information during screening. To facilitate SDR 

validation at the action activity, the ILCOs may use the remarks block to 

clarify when erroneous or conflicting material receipt acknowledgement (MRA) 

information was previously submitted.

5. REASON FOR CHANGE: 

 a. Revises guidance to reflect current policy per referenced 

Joint AMCLs 11 & 15. 

 b. Ensures action activity validation of SDRs will include 

this additional source of information.

6. ADVANTAGES/DISADVANTAGES:

a. Advantages: Strengthens management controls to 

monitor for fraudulent submission of SDRs.

 

b. Disadvantages: Additional time and effort to conduct 

separate inquiry to review MRA information.
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7. IMPACT:

a. General. Requires modification of current Service/ 

Agency implementing procedures. An automated cross-check to 

the MRA is recommended.

b. Publications. The above changes are structured in the 

DLAI 4140.55 publication format. Upon publication, equivalent 

changes will be incorporated in the DLMS. The DLMS change will 

include a minor revision to the implementation convention 842D 

to accommodate erroneous MRA remarks.